WIC RETAIL STORE ANNUAL TRAINING 2021 - eWIC Welcome to Pennsylvania's annual vendor training - Pennsylvania ...
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WIC RETAIL STORE
ANNUAL TRAINING 2021
eWIC
Welcome to Pennsylvania’s annual vendor training.
1
WELCOME
Training objectives
Assure WIC authorized stores are educated in WIC Program
regulations, policies, and procedures
Improve WIC Program services for both customers and retail
grocers
Prevent program noncompliance
Provide training & training materials to stores
Make the eWIC transaction go as smoothly as possible
2
The objectives of this training are:
• To assure WIC authorized stores are educated in WIC Program regulations, policies,
and procedures
• To Improve WIC Program services for both customers and retail grocers
• To Prevent program noncompliance
• Provide training & training materials to stores
• And Make the eWIC transaction go as smoothly as possible
2
AGENDA
Overview of WIC
WIC Food List
Shopping
eWIC
L3 Certifications
Customer Service
Vendor Responsibilities with eWIC
Sanctions
Types of Compliance Monitoring
Questions
3
Today’s agenda will be covering an
Overview of the WIC program
WIC Food List
Shopping
eWIC transactions
L3 Certifications
Customer Service
Vendor Responsibilities with eWIC
Sanctions
Types of Compliance Monitoring
And what to do if you have Questions
3
WHAT IS WIC?
No cost health and nutrition
program for pregnant
women, breastfeeding
women, postpartum women,
infants, and children up to
age 5.
WIC
Provides nutrition
education, breastfeeding
support, nutritious
supplemental foods and
referrals to valuable health
and social services.
4
What is WIC? It stands for Women, Infants and Children
It is a No cost health and nutrition program for pregnant women, breastfeeding
women, postpartum women, infants, and children up to age 5.
It provides nutrition education, Breastfeeding support, nutritious supplemental foods
and referrals to valuable health and social services.
4
PA WIC ELIGIBILITY
Must provide proof of Pennsylvania residency
Must have a household income not exceeding 185% of Federal
Poverty Guidelines
Must be certified to have a medical or nutritional risk by the WIC
staff
5
To be eligible for WIC you must provide proof of Pennsylvania residency. WIC does not
look at citizenship. Participants must also have a household income that does not
exceed the 185% poverty guideline or be eligible for Medical assistance through the
state of PA. You must also be certified to have a medical or nutritional risk by WIC
staff.
5
INCOME GUIDELINES
FOR PENNSYLVANIA WIC
EFFECTIVE DATE: JULY 1, 2020 – JUNE 30, 2021
Family Size Weekly Bi-Weekly Twice-Monthly Monthly Annual
1 $454 $908 $984 $1,968 $23,606
2 $614 $1,227 $1,329 $2,658 $31,894
3 $773 $1,546 $1,675 $3,349 $40,182
4 $933 $1,865 $2,020 $4,040 $48,470
5 $1,092 $2,183 $2,365 $4,730 $56,758
6 $1,251 $2,502 $2,711 $5,421 $65,046
7 $1,411 $2,821 $3,056 $6,112 $73,334
8 $1,570 $3,140 $3,401 $6,802 $81,622
Add’l Family $160 $319 $346 $691 $8,288
Members
6
Next, we are going to look at the income guidelines. You can see the family size on the
left. Then you can see the gross weekly, bi-weekly, twice-monthly, monthly and annual
salaries that participants must be under to be eligible for WIC. For example, a
household of 4 can make up to $48,470 and be eligible for WIC.
6
FUNDING
USDA Federal Grant
Funding
WIC is administered by
The Pennsylvania Health
Department
Locally managed by
Local Agencies
7
Funding is provided by USDA. Each state does things a little differently. In our state WIC
is administered by the Pennsylvania Department of Health. They contract with local
agencies that manage and operate the WIC clinics.
WIC FOOD LIST
Next, we are going to be talking about the food list.
8
Nutrient WIC Foods Which Supply the Nutrient
Protein infant formula, milk, eggs, cheese, peanut butter,
legumes (beans), canned fish
Iron WIC-allowed brands of cereal, legumes (beans), eggs,
iron-fortified infant formula
Vitamin C WIC-allowed juices (citrus fruit juice, fruit
juices fortified with Vitamin C), infant formula,
fruits and vegetables
Vitamin A milk, eggs, infant formula, fruits and vegetables,
canned fish
Calcium cheese, milk, infant formula, soy products
Fiber fruits, vegetables, whole grains, whole grain cereals
9
The important nutrients and the WIC foods which supply those nutrients are listed in
the table. These nutrients drive the foods that the WIC program provides to
participants.
9
THE WIC FOOD LIST
Milk Fruits and Vegetables
Cheese Whole Grains
Eggs Infant Fruits and Vegetables
Juice Infant Meats
Cereal Infant Cereal
Peanut Butter Formula
Dried Beans and Peas Soy Products
Canned Beans Tofu
Canned Fish Yogurt
10
It is a requirement to have the food list at each register that participants could use at
your store. We are going look at each of the categories but will not be going into every
single item that is allowed or not allowed. Please make sure to review your food list for
a thorough listing of all items.
10MILK
Can buy any brand
Half gallons or gallons
Participants must buy the fat level that is on their WIC benefit balance.
11
The first item that we will be looking at is Milk
Participants can buy any brand of milk in half gallons or gallons
Participants must buy the fat level that is on their WIC benefit balance. The benefit
balance will indicate whether they can purchase whole, reduced fat, low fat or nonfat.
No exceptions can be made from the fat level listed on the participants card.
11CHEESE
Can buy
• Any brand Can’t buy
• 8 or 16 oz packages • Individually wrapped
• block, sliced, shredded, cheese
stick or string • Deli cheese
• Check your food list for • Cheese with added
the types of cheese ingredients
allowed • Smoked cheese
• Cubed cheese
12
Cheese
Participants can buy
• 8 or 16 oz packages
• block, sliced, shredded, stick or string
• Check your food list for the types of cheese allowed, such as cheddar or
mozzarella
Some of the items that participants can’t buy are:
• Individually wrapped cheese
• Deli cheese
• Cheese with added ingredients, such as pepperjack or horseradish cheese
• Smoked cheese
• And cubed cheese
12YOGURT
32 oz containers only
Brands specified on food list
Whole Fat
Non-Fat
Low Fat
Participants must purchase what is on their WIC benefit balance
13
Yogurt
Participants can purchase 32-ounce containers only. Brands are specified on the food
list. They can buy whole fat, low fat or non-fat. Just like milk, the fat level that the
participant is allowed to purchase will be listed on their WIC benefit balance. If their
benefit balance says whole fat yogurt, then they can only purchase whole fat and are
not allowed to purchase low fat or nonfat yogurts.
13SOY PRODUCTS
Soy Beverages Tofu
32- or 64-ounce containers only 16-ounce containers
Brand specific Brand specific
14
Soy Products
Soy Beverages can be purchased in 32- or 64-ounce containers only
Tofu can be purchased in 16-ounce containers only.
Both of these items are brand specific, please check your food list for the approved
products.
14JUICE
Must be 100% juice
Brand specific
Some of the items that they are not allowed to purchase are ciders, cocktails, organic or
juice with added non-nutritive sweeteners
11.5 – 12-ounce
64-ounce bottles or frozen juice, 48
cartons ounce, or shelf
stable concentrate
15
Juice must be 100% juice
Juice is brand specific, see your WIC food list for products that are allowed.
Some of the items that cannot be purchased are ciders, cocktails, organic or juice with
added non-nutritive sweeteners
Children receive 64 oz bottles or cartons
Women receive 11.5 to 12-ounce frozen juice, 48-ounce bottles or shelf stable
concentrate.
15FRUITS & VEGETABLES
Any brand
Organic products are allowed
CANNED
FROZEN
FRESH
16
In this category, participants are issued dollar amounts to purchase fruits and
vegetables.
Any brand is allowed
This is the one category that participants can purchase organic products.
Participants can purchase
• Fresh, any whole or cut with no added sugars, fats or oils.
• Frozen, any brand with no added sugars, fats or oils.
• OR canned, any brand, jarred or multi-pack with no added sugars, fats, oils or salt.
Whole kernel corn and green peas that contain sugar are allowed.
Check your food lists for additional items that are not allowed to be purchased.
16CEREAL
Brand specific
12-ounce packages or larger
17
Cereal is another brand specific category, so check out your food list for items that are
allowed.
Packages must be in 12-ounce packages or higher.
17WHOLE GRAINS
• 16-ounce packages
• Brand specific
Whole wheat or whole grain breads or rolls
Whole wheat pasta
Whole grain brown rice
Corn or whole wheat tortillas
Oats
18
Whole grains must be purchased in 16-ounce packaging and are brand specific.
Participants can purchase whole wheat or whole grain breads or rolls, whole wheat
pasta, whole grain brown rice, corn or whole wheat tortillas and oats.
18LEGUMES (BEANS)
Any brand
15.5 to 16-ounce cans
1 pound of dried beans
Participants can purchase canned or dried
based on what is on their WIC benefit balance.
19
Next are the Legumes or Beans
Any brand is allowed to be purchased in 15.5 to 16-ounce cans or 1 pound dried
Participants can purchase canned or dried beans based on what is on their WIC benefit
balance.
19CANNED FISH
3.75-, 5- or 6-ounce cans only
Any brand chunk Light Tuna, Pink Salmon
or Sardines
Cannot buy those packed in oil
20
Canned fish
Participants can purchase 3.75-, 5- or 6-ounce cans only
Any brand chunk Light Tuna, Pink Salmon or Sardines
Has to be packed in water, cannot buy those packed in oil
20INFANT FOODS
Formula
Infant Cereal
Infant Fruits
and Vegetables
Infant Meats
21
Infant Foods
Formula can be purchased based on the brand and type specified on their WIC benefit
balance
Infant cereal can be purchased in 8- or 16-ounce containers. It can be barley, rice,
oatmeal, whole wheat or multigrain.
Infant fruits and vegetables can be purchased in 4-ounce containers. Multipacks are
also allowed in the 2-2 ounce or 2-4 ounce packaging.
Infant meats can be purchased in the 2.5-ounce containers and are only for fully
breastfed babies.
21EGGS
• Grade A or AA
• Brown or White
• Small, medium or large
• Cannot buy
• Organic
• Specialty eggs
22
Eggs
Can be Grade A or AA (double AA)
Brown or White
Small, medium or large
Cannot buy
• Organic or
• Specialty eggs, such as free range or vegetarian fed
22PEANUT BUTTER
16 – 18-ounce
containers
Any brand labeled
peanut butter
23
Lastly is Peanut Butter
It can be purchased in 16-18-ounce containers
Any brand labeled peanut butter can be purchased. No spreads or peanut butter mixed
with other items.
This has been just a quick look at the food list. Please make sure to review your food
list for a complete list of allowed and non allowed products
23CHANGES TO THE FOOD LIST
Next, we are going to be talking about the recent changes to the brand specific food
products.
24YOGURT - ADDED
Whole Fat:
▪Essential Everyday: Plain
▪Giant Eagle: Plain Low Fat:
▪Essential Everyday: Blueberry
▪Tops: Plain
▪Price Rite: Plain and Vanilla
▪Weis: Plain
▪Tops: Blended Blueberry,
Plain, Strawberry and
Vanilla
▪Weis: Blueberry
Non-Fat: ▪Yoplait: Blueberry
▪Giant Eagle: Vanilla
▪Tops: Plain and Vanilla
25
This is a list of new products in the whole fat, low fat and nonfat yogurt.
In the Whole Fat category:
▪Essential Everyday: Plain
▪Giant Eagle: Plain
▪Tops: Plain
▪Weis: Plain
In the Low Fat:
▪Essential Everyday: Blueberry
▪Price Rite: Plain and Vanilla
▪Tops: Blended Blueberry, Plain, Strawberry and
Vanilla
▪Weis: Blueberry
▪Yoplait: Blueberry
In the Non-Fat:
▪Giant Eagle: Vanilla
▪Tops: Plain and Vanilla
25YOGURT - REMOVED
Whole Fat: Non-Fat:
▪Shop Rite: Plain ▪Best Yet: Vanilla
Low Fat: ▪Dannon: Strawberry and
Strawberry Banana
▪Essential Everyday: Peach and Raspberry
▪Lucerne: Plain
▪Giant Eagle: All varieties
▪Market Pantry: Plain
▪Lucerne: Strawberry and
Vanilla ▪Shurfine: Plain and Vanilla
▪Market Pantry: Vanilla ▪Weis: Plain
▪Shurfine: Plain and Vanilla ▪ Yoplait: Plain
26
Yogurt that is being removed
In Whole Fat:
▪Shop Rite: Plain
In Low Fat:
▪Essential Everyday: Peach and Raspberry
▪Giant Eagle: All varieties
▪Lucerne: Strawberry and Vanilla
▪Market Pantry: Vanilla
▪Shurfine: Plain and Vanilla
In Non-Fat:
▪Best Yet: Vanilla
▪Dannon: Strawberry and Strawberry Banana
▪Lucerne: Plain
▪Market Pantry: Plain
▪Shurfine: Plain and Vanilla
▪Weis: Plain
26▪ Yoplait: Plain
26SOY PRODUCTS - ADDED
Soy Beverage Tofu
Great Value Original Soy Soy Boy Firm
27
New Soy products are being added. Great Value Original Soy in the Soy Beverage
category and Soy Boy Firm in the Tofu category.
2764 OZ JUICE - ADDED
▪ Everfresh: Apple Ruby Kist: Apple, Grape, White Grape,
Grapefruit
▪ Langers: Harvest Apple, Apple, Grape,
Concord Grape, Apple Price-Rite: Apple, Grape
Cranberry, Apple Grape, Apple
Orange Pineapple, Apple Berry
Cherry, Apple Kiwi Strawberry,
Apple Peach Mango, Pineapple, ADDITIONAL FLAVORS
Berry Welch’s: White Grape Peach
▪ Northland: Cranberry, Cranberry Grape, Mott’s: Apple Cherry, Apple Mango,
Cranberry Raspberry, Cranberry Apple White Grape
Blackberry, Cranberry
Pomegranate, Blueberry Best Yet: Cranberry
Blackberry, Cranberry Mango
Essential Everyday: Cranberry
▪ Ocean Spray: Apple, Concord Grape,
Cranberry Blackberry; Shop-Rite: Grape, Tomato
Cranberry Cherry, Cranberry
Concord Grape, Cranberry Tipton Grove: White Grape, Vegetable,
Mango, Cranberry Pineapple, Pineapple
Cranberry Pomegranate,
Cranberry Raspberry
28
In the 64 oz juice category there are several new brands and flavors. Everfresh,
Langers, Northland, Ocean Spray, Ruby Kist and Price Rite have come on with many
flavors.
Brands that have added additional flavors are Welch’s, Mott’s, Best Yet, Essential
Everyday, Shop-Rite and Tipton Grove.
2864 OZ JUICE - REMOVED
Best Yet: Vegetable Musselman’s: Apple
Diane’s Garden: Vegetable Market Pantry: All varieties
Food Club: All varieties Parade: All varieties
Giant Eagle: Cranberry Red and White: All varieties
Giant: Cranberry Shurfine: All varieties
Hy-Top: All varieties Signature Select: All varieties
Krasdale: All varieties Welch’s: Tropical Trio
Lucky Leaf: All varieties
29
Here is a list of 64-ounce juices that are being removed and their varieties.
Best Yet: Vegetable
Diane’s Garden: Vegetable
Food Club: All varieties
Giant Eagle: Cranberry
Giant: Cranberry
Hy-Top: All varieties
Krasdale: All varieties
Lucky Leaf: All varieties
Musselman’s: Apple
Market Pantry: All varieties
Parade: All varieties
Red and White: All varieties
Shurfine: All varieties
Signature Select: All varieties
Welch’s: Tropical Trio
29JUICE - ADDED
48 ounce
Apple and Eve: Cranberry Blend
11-.5 -12 ounce
Tops: Apple
30
In the 48-ounce containers, Apple & Eve Cranberry Blend has been added.
In the 11.5-12-ounce, Tops Apple juice has also been added.
30JUICE - REMOVED
48 ounce 11.5 -12 ounce
▪Apple and Eve: Naturally ▪Essential Everyday: Grape
Cranberry ▪Market Pantry: All varieties
▪Food Club: All Varieties ▪Signature Select: All varieties
▪Red and White: All Varieties
▪Shurfine: All Varieties
31
Juices that are being removed in the 48 ounce size are:
▪Apple and Eve: Naturally Cranberry
▪Food Club: All Varieties
▪Red and White: All Varieties
▪Shurfine: All Varieties
In the 11.5-12 ounce size are :
▪Essential Everyday: Grape
▪Market Pantry: All varieties
▪Signature Select: All varieties
31CEREAL - ADDED
Chex: Cinnamon, Blueberry Life: Vanilla
and Vanilla Quaker Instant Grits: Cheddar Cheese
Cream of Rice: Instant and Original Special K: Protein Honey
Farina Hot Wheat Almond and
Great Grains: Crunchy Pecan Protein Touch of
Kellogg’s: Frosted Mini-wheats Cinnamon
Mixed Berry Store Brand: Tops
32
In the cereal category there are two new brands
Cream of Rice: Instant and Original
Farina Hot Wheat
The following cereals have added some new flavors:
Chex: Cinnamon, Blueberry and Vanilla
Great Grains: Crunchy Pecan
Kellogg’s: Frosted Mini-wheats Mixed Berry
Life: Vanilla
Quaker Instant Grits: Cheddar Cheese
Special K: Protein Honey Almond and Protein Touch of Cinnamon
In the Store Brands, Tops has been added.
32CEREAL - REMOVED
Cream of Wheat: Healthy Grain & 10
Minute
Maypo: Maple Oatmeal
Kellogg’s: Frosted Mini Wheats
Touch of Fruit Raspberry
Post: Honey Bunches of Oats Post: Bran Flakes
Cinnamon Quaker: Corn Crunch
Sunbelt Bakery: Simple Granola
Store Brands - Giant Eagle, IGA, Ralston
Foods, Shurfine
33
Cereal that is being removed:
Cream of Wheat: Healthy Grain & 10 Minute
Maypo: Maple Oatmeal
Kellogg’s: Frosted Mini Wheats Touch of Fruit Raspberry
Post: Honey Bunches of Oats Cinnamon
Post: Bran Flakes
Quaker: Corn Crunch
Sunbelt Bakery: Simple Granola
In the Store Brands - Giant Eagle, IGA, Ralston Foods, and Shurfine are being
removed.
33WHOLE GRAINS - ADDED
BREADS
100% Whole Wheat Breads: TORTILLAS
Bowl and Basket Best Choice: Corn Taco Size, 100% Whole Wheat Soft Taco
Gourmet Size & 100% Whole Wheat Fajita Size
Hauswald Frescados: 100% Whole Wheat and Taqueria Style Mini
Schmidt Old Tyme Corn
Super Bread Guerrero: Corn White
Pepperidge Farms Whole Grain Rye Seeded IGA: Taco Style Whole Wheat
Bread La Banderita: Gluten-Free Grande Corn and White Corn
Mayan Farm: Whole Wheat
Shop-Rite: Whole Wheat
RICE
Tio Santi: Whole Wheat
Best Choice
Tops: Whole Wheat
Giant
Hy-Top
Wegman’s
34
In the bread category the following products have been added.
100% Whole Wheat Breads:
Bowl and Basket
Gourmet
Hauswald
Schmidt Old Tyme
Super Bread
Pepperidge Farms Whole Grain Rye Seeded Bread
In the whole grain brown RICE
Best Choice
Giant
Hy-Top
and Wegman’s are coming on
In TORTILLAS we are adding
Best Choice: Corn Taco Size, 100% Whole Wheat Soft Taco Size & 100%
Whole Wheat Fajita Size
34Frescados: 100% Whole Wheat and Taqueria Style Mini Corn
Guerrero: Corn White
IGA: Taco Style Whole Wheat
La Banderita: Gluten-Free Grande Corn and White Corn
Mayan Farm: Whole Wheat
Shop-Rite: Whole Wheat
Tio Santi: Whole Wheat
Tops: Whole Wheat
34WHOLE GRAINS - REMOVED
RICE
Market Pantry
Shurfine
Uncle Ben’s: Natural Whole Grain
Brown Rice
TORTILLAS TORTILLAS
Best Choice: Corn Taco Size, 100% La Banderita: Gluten-Free Grande Corn
Whole Wheat Soft Taco and White Corn
Size & 100% Whole Wheat Mayan Farm: Whole Wheat
Fajita Size Shop-Rite: Whole Wheat
Frescados: 100% Whole Wheat and Tio Santi: Whole Wheat
Taqueria Style Mini Corn Tops: Whole Wheat
Guerrero: Corn White
IGA: Taco Style Whole Wheat
35
Whole grains being removed in the Rice category are:
Market Pantry
Shurfine
Uncle Ben’s: Natural Whole Grain Brown Rice
In Tortillas:
Best Choice: Corn Taco Size, 100% Whole Wheat Soft Taco Size & 100%
Whole Wheat Fajita Size
Frescados: 100% Whole Wheat and Taqueria Style Mini Corn
Guerrero: Corn White
IGA: Taco Style Whole Wheat
La Banderita: Gluten-Free Grande Corn and White Corn
Mayan Farm: Whole Wheat
Shop-Rite: Whole Wheat
Tio Santi: Whole Wheat
Tops: Whole Wheat
35WHOLE GRAINS - REMOVED
BREADS
Nickles Bakery: Country Style 100%
Gold Medal
Whole Wheat Bread
Great Value
Pepperidge Farm: Light Style 100% Whole
Harvest Pride
Wheat Bread
Krasdale
Roman Meal: SunGrain 100% Whole
Merita
Wheat Bread
Monk’s Bread: 100% Whole Wheat and
Schwebel’s
Multi-Grain
Shop-Rite
Nature’s Harvest: 100% Stoneground
Signature Select
Whole Wheat Bread
WHOLE WHEAT PASTA
Essential Everyday:
Whole Wheat Vermicelli (same product and UPC
as Thin Spaghetti)
36
Shurfine
Breads that are being removed are:
Gold Medal
Great Value
Harvest Pride
Krasdale
Merita
Monk’s Bread: 100% Whole Wheat and Multi-Grain
Nature’s Harvest: 100% Stoneground Whole Wheat Bread
Nickles Bakery: Country Style 100% Whole Wheat Bread
Pepperidge Farm: Light Style 100% Whole Wheat Bread
Roman Meal: SunGrain 100% Whole Wheat Bread
Schwebel’s
Shop-Rite
Signature Select
Lastly in whole wheat pasta
Essential Everyday:
36Whole Wheat Vermicelli (because there is another product with the
same UPC called Thin Spaghetti
And Shurfine.
New food lists will be coming out shortly. They will be good from January 1 st thru
September 30, 2021. Your local retail store coordinator will provide them to you when
they are available.
36SHOPPING
Next we are going to be talking about shopping.
37WIC SHOPPER APP
WIC Shopper App
Participants can scan items to see if
they are WIC allowable.
Shows vendors that accept eWIC
Food list is also available on this app.
There is a method to send in products
that participants and vendors think
should be on the list.
38
A WIC Shopper app is available for participant and vendors. There are several nice
features that both groups can use.
• One of the nicest features is that participants can scan items to see if they are WIC
allowable.
• Participants do need to understand that just because something might be
WIC allowable, doesn’t mean that they can purchase the item. It has to also
be on their Benefit balance to be purchased.
• Participants can also look up to see which grocery stores they can shop at or that are
near them.
• The Food list in English and Spanish is also available on this app.
• Participants and vendors can use this app to send in UPCs that they think should be
on the program. Notification comes in thru an email at the State Agency, where
state staff can review the item and respond back to the sender about whether it is
allowed or not.
38MINIMUM INVENTORY REQUIREMENTS
Review of Minimum Inventory Requirements
Refer to page 7 Retail Store Handbook
39
We are going to be reviewing minimum inventory requirements next. Please refer to
page 7 of your Retail Store Handbook.
39MINIMUM INVENTORY REQUIREMENTS
These are the requirements that must be available at or below the competitive price.
Stores that are applying to become WIC authorized stores are required to have all of
the items shown. For example, If you look at formula, stores must have 10 – 12.5-
ounce cans of the Similac Advance powder on site every day that they are open.
WIC authorized stores may be granted an exception for stocking some of these items
based on proven lack of WIC customer needs. Exempted products specified on a WIC
benefit balance must be available within 48 hours.
40On page 8, you can see there are other standard formulas and alternative products
which are not minimum inventory requirements, but stores must be able to get these
items in within 72 hours after being presented with a WIC benefit balance with that
item.
41eWIC
Now we are going to talk about eWIC.
42eWIC
43
This is the new eWIC decal that stores should be displaying. This is a requirement for
all authorized stores to display this decal on their doors.
43eWIC INFORMATION FLOW
Food
Package/Benefits Smart
PA WIC MIS Card
Updated Food
Reconciliation Hot Card List Food Package/Benefits
File Authorized Product List Package/Benefits
Payment Processor
Claim File
Hot Card List
Authorized Product List
Reconciliation File
44
There are a lot of moving parts and information that flows from one system to another with
eWIC
1. The MIS does the same thing it does now – participants are certified and a food package is
created and assigned to the participant.
2. Rather than printing the checks, a card is loaded with those benefits– CLICK NOW TO
ADVANCE IMAGE
3. The MIS also creates two files that the stores must use
• The Hot Card List – or HCL – tells the EBT vendor which cards have been reported
lost or stolen or are no longer valid
• The Authorized Product List – or APL – tells the EBT vendor which products are
authorized as WIC eligible products. This file is at the individual UPC level for each
product.
4. The MIS sends the files to the EBT processor. - – CLICK NOW TO ADVANCE IMAGE
5. The store is responsible for downloading those two files we just mentioned at least every
48 hours (can be done more often)– the HCL and the APL – CLICK NOW TO ADVANCE THE
IMAGE
6. The customer goes to the store, does their shopping, and then goes to the checkout. The
card is inserted into the card reader and the cashier scans the items. – CLICK NOW TO
ADVANCE THE IMAGE
7. The card and items are reviewed by the card reader and approved or declined. Those
44decisions are made by the information in the HCL, the APL and loaded onto the card. Once
the transaction is complete, the card reader updates the benefits on the card. Some
important differences to note about smart card transactions > Cashiers cannot enter the
PAN# into the POS if it doesn’t work and participants cannot use self-checkouts. – CLICK
NOW TO ADVANCE THE IMAGE
8. At the end of the day, the store sends a claim file to the EBT processor – CLICK NOW TO
ADVANCE IMAGE
9. The EBT processor reconciles the claim against the lists and also allows only the maximum
allowable price and then sends a reconciliation file to the store – CLICK NOW TO ADVANCE
THE IMAGE
10. The EBT processor sends another reconciliation file to the WIC MIS to update the benefit
balance and show redeemed benefits – CLICK NOW TO ADVANCE THE IMAGE
44CLAIMS PROCESSING
45
So a day has gone by and you’ve had your WIC customers come in with their
cards…how do you get that information back to the state? There are no checks to call
in or deposit with the eWIC card.
1. Every day, your system should pull all your sales together in a claim file. There is a
requirement to submit them within four days but we are recommending every 24
hours. If you wait to submit a claim file more than four days, you will not be paid
for those transactions.
2. The system will send the claim file to the EBT processor.
3. Your system will also download the APL, the HCL and the Auto-Reconciliation File
(ARF). The APL and HCL must be downloaded every 48 hours but we are
recommending every 24 hours.
4. The EBT processor validates the claim file and sends an ARF back to you. The ARF
contains information about what is being claimed vs. what is being paid. One of the
major differences for you in this process is that if there are price adjustments, they
will be done before the claim is paid not AFTER the check is deposited like before.
This is where the APL and HCL become really important. If you accept a card that
has been reported lost or stolen and you haven’t downloaded the HCL in at least 48
hours, you will not be paid for that transaction. If you accepted a product that was
45no longer on the APL and you haven’t downloaded the APL in at least 48 hours, you
will not be paid for that product. The ARF tells you what is paid vs. what was
requested in the claim file.
5. The next step is that the EBT processor requests payment from PA; once PA pays the
processor, the processor will send the funds electronically to you. If you submit
claims daily, you should receive payment within 2-3 days after successful
submission.
45MAXIMUM ALLOWABLE AND COMPETITIVE
PRICES
The Maximum Allowable Price is the most the WIC Program will pay
a store for food purchased using an eWIC card
The Competitive Price is the price WIC foods must be priced at or
below, to be counted as minimum inventory
46
The Maximum Allowable Price is the most the WIC Program will pay a store for food
purchased using an eWIC card
The Competitive Price is the price WIC foods must be priced at or below, to be counted
as part of the minimum inventory
Prices are available on the vendor assistant site. If you have any questions, please
contact your local retail store coordinator.
46MAPPING FRESH PRODUCE
Make sure you are mapping your produce correctly. All produce
should be mapped to the appropriate universal PLU.
You should not submit fresh produce UPC’s to the APL.
Banana’s need to be mapped to 4011. A bag of red delicious
apples should be mapped to PLU 4015 or at least to red apples.
A bag of plain lettuce would be mapped to the appropriate kind
of lettuce, i.e. a bag of romaine would be mapped to 3097.
47
Make sure you are mapping your produce correctly. All produce should be mapped to
the appropriate universal PLU.
You should not submit fresh produce UPC’s to the APL.
Some examples are: Banana’s need to be mapped to 4011. A bag of red delicious
apples should be mapped to PLU 4015 or at least to red apples.
A bag of plain lettuce would be mapped to the appropriate kind of lettuce, i.e. a bag of
romaine would be mapped to 3097.
47eWIC TRANSACTION
48
Here are some sample receipts. Your cash register receipts will look different, but the
general contents should be the same. All eWIC transactions need three receipts:
A beginning balance
A utilization receipt
An ending balance
The beginning balance shows the customer what’s on their card for the current month.
The utilization receipt shows what will come off of the WIC card after you’ve scanned
their items. You must provide this to the customer PRIOR to the customer approving
the WIC transaction. The participant should review this receipt to make sure that what
is coming off their card is correct and what they might be expected to pay is also
correct. Then they can approve the transaction.
The ending balance shows the customer what’s left on their card after today’s
purchase.
You MUST give participants ALL receipts!!
48WHAT IF FOODS WON’T SCAN?
The product may not be approved. Check the PA WIC Food List & Shopping
Guide to determine if the item is approved by WIC.
49
What happens if a food doesn’t scan?
You may have a customer bring up a food item that doesn’t scan as WIC allowed. There
are a few reasons for this:
The product may not be approved. It might be something that they purchased before,
and by mistake, it was allowed. Check the PA WIC Food List or the WIC shopper app to
see if it’s allowed.
Here is a sample of the new cashier food list
(CLICK HERE)
49WHAT IF FOODS WON’T SCAN?
The Participant may not have the benefits left for the purchase.
Check participant’s WIC Beginning Balance to see if the card has
the benefits remaining for the purchase.
If you have checked the above and it appears that the item
should scan as WIC Approved, then reach out to a manager who
can submit the item to the State Agency to evaluate if it should
be added to the approved list.
50
Another reason that a product might not scan as allowable is the customer may not
have the benefits available for the item. You can check the beginning balance or ask
the customer to check and show you.
If you have checked the customer’s beginning balance and it appears that the item
should scan as WIC Approved, then reach out to a manager who can submit the item to
the State Agency to evaluate if it should be added to the approved product list.
50IF IT SHOULD SCAN…HERE’S HOW IT GOES
51
If the cashier thinks the item should be allowed, here is the process. Someone will
need to take a picture of the product – including the label, the UPC code, and the
ingredients. You’ll send an email and the pictures to PA WIC and it will be evaluated if
the item is allowed. If it is, then it will be added to the APL and then, after a short
delay, it will be available for purchase. You can submit new products thru the WIC
Shopper App but you can also submit it thru Vendor Assistant.
This process does take a few days. The customer cannot leave with the item if it
doesn’t scan. They will have to pick another brand or come back after a few days.
If there is an emergency, which would only be for infant formula issues, the process
might be able to be expedited. Call your Retail Store Coordinator if there is an
emergency.
51If you do not have access to Vendor Assistant, you can submit an email with the description of the product and the pictures to: pawicapl@pa.gov And again, you can also send it through the WIC Shopper App in the “I couldn’t buy this” icon.
POS CERTIFICATIONS
Point of Sale Certification
53CERTIFICATIONS
There are 3 levels
of certification for
a vendor’s POS
Level 1 Level 2 Level 3
54
There are three levels of certifications that all POS systems must go thru. We will
discuss each type of certification in the subsequent slides.
54LEVEL 1 CERTIFICATION (L1)
Conducted and supervised by the State Agency at the Developer or
POS provider location. It is a certification of a system that is available
“off the shelf” for WIC Vendors. This is required for integrated POS
systems, such as those developed by IBM or NCR, as well as the
approved Stand-beside POS terminals.
Test scripts are executed.
Any files exchanged tested.
Claim file
Auto-reconciliation file (ARF)
HCL and APL files
55
L1 certification is conducted and supervised by the State Agency at the Developer or
POS provider location. It is a certification of a system that is available “off the shelf” for
WIC Vendors. This is required for integrated POS systems, such as those developed by
IBM or NCR, as well as the approved Stand-beside POS terminals.
The complete test scripts are executed.
Any files exchanged between the WIC State Agency , the EBT card Processor and the
WIC Vendor are also tested.
For smart card certification the files include the claim file, auto-reconciliation file (ARF),
Hot Card List and Authorized product list (APL) files
55LEVEL 2 CERTIFICATION (L2)
Retailer specific certification of a system that is proprietary to the
retailer. It may be a modification of a commercial system (Level 1) or
developed exclusively by the retailer. These certifications are also
conducted and supervised by the State Agency retailer location.
Test scrips are executed.
Any files exchanged tested.
Claim file
Auto-reconciliation file
HCL and APL files
56
Level 2 is retailer specific certification of a system that is proprietary to the retailer. It
may be a modification of a commercial system (Level 1) or developed exclusively by the
retailer. These certifications are also conducted and supervised by the State Agency
retailer location.
The complete test scripts are executed.
Any files exchanged between the WIC State Agency or the EBT card issuer processor
and the WIC vendor are also tested.
For Smart Card certification the files include the claim file, ARF, HCL and APL files.
56LEVEL 3 CERTIFICATION (L3)
A Test Buy Certification which refers to testing being done by the
retailer in coordination with the WIC State Agency and involves a live
purchase at the WIC vendor location to demonstrate the system is
properly configured. The POS System being used is tested by
executing a subset of the certification test scripts and providing
receipts showing the results.
Allows PA WIC to come into your store and verify that your are ready
to conduct eWIC transactions.
The representative will complete an eWIC purchase, PIN lock
scenario, and balance inquiry.
57
Level 3 certifications or L3 is a Test Buy Certification which refers to testing being done
by the retailer in coordination with the WIC State Agency and involves a live purchase
at the WIC vendor location to demonstrate the system is properly configured. The POS
System being used is tested by executing a subset of the certification test scripts and
providing receipts showing the results.
This allows PA WIC to come into your store and verify that you are ready to conduct
eWIC transactions.
During the L3 certification , the representative will complete an eWIC purchase, PIN
lock scenario, and balance inquiry.
57LEVEL 3 CERTIFICATIONS
L3 certifications are required when:
➢A new store applies to become a PA vendor
➢Change of Ownership
➢Lapse in Authorization
➢If a store purchases a new POS (Point of Sale) system
➢The vendor made changes/upgrades to their original POS
58
L3 certifications are required when:
➢A new store applies to become a PA vendor
➢A Change of Ownership
➢When there has been a Lapse in Authorization
➢If a store purchases a new POS (Point of Sale) system OR
➢If The vendor made changes/upgrades to their original POS
58L3 CERTIFICATION REQUIREMENTS FOR
THE STATE AGENCY (SA)
Requirements for the SA before they go on-site to
perform the certification are:
1. Store must have their PA WIC vendor ID
2. FTP credentials have been set up between the store/contact and
the State’s EBT processor (Solutran)
3. Banking information needs to be in WIC’s system
4. Must have an agreement with their POS provider
5. Must have all their fresh produce mapped
59
Requirements for the SA before they go on-site to perform the certification include:
1. Store must have their PA WIC vendor ID number
2. FTP credentials have been set up between the store/contact and Solutran
(the state’s EBT processor)
3. Banking information needs to be in WIC’s system
4. Must have an agreement with their POS provider AND
5. Must have all their fresh produce mapped
59L3 CERTIFICATION REQUIREMENTS FOR
THE VENDOR
Requirements for the store to be ready before SA staff comes
on-site to perform the certification are:
➢Have their equipment installed!!
➢Staff trained by either the stand beside company, corporate office
or reseller.
➢Items mapped and/or inventory entered into their system by the
appropriate store staff member.
➢Also need to have a maintenance contract or agreement for
technical support for their POS.
60
Additional Requirements for the store to be ready before state agency staff comes on-
site to perform the certification are:
Have their equipment installed, staff trained, items mapped and/or
inventory entered into their system.
Stores also need to have a contract established with whoever they use
for their POS.
If it is an integrated system, you will need to have the new upgrade installed on the registers to
process eWIC. If it is a stand beside system, it has to be installed and the WIC inventory has to
be entered into the system.
60L3 CERTIFICATION REQUIREMENTS FOR
THE VENDOR
➢Store personnel need to have the phone number available for the
technical support person for their POS in the event of an issue.
➢A manager or staff person who has been trained on the POS equipment
and with the eWIC process needs to be present for the certification.
➢In a perfect world, the L3 certification should take no more than 30
minutes. However, this depends on the level of training and
understanding by the store staff.
61
Store personnel need to have the phone number available for the technical support person for
their POS in the event of an issue.
A manager or staff person who has been trained on the POS equipment and with the eWIC
process needs to be present for the certification.
In a perfect world, the L3 certification should take no more than 30 minutes. However, this all
depends on the level of training and understanding of the store staff!
61CUSTOMER SERVICE
Next, we are going to look at customer service.
62WIC CUSTOMER RESPONSIBILITIES WITH eWIC
Use WIC benefits only at WIC Authorized stores
Use eWIC benefits within the correct timeframe
Purchase only approved foods with WIC benefits
Treat grocery store staff with courtesy
Please report any problems to your local Retail Store Coordinator
WIC customers are also encouraged to report problems
63
The WIC customers responsibilities don’t really change with eWIC
• They should be using WIC benefits only at WIC Authorized stores
• Using eWIC benefits within the correct timeframe
• Purchasing only approved foods with their WIC benefits
• They should also be treating grocery store staff with courtesy
• Please report any problems to your local Retail Store Coordinator
• WIC customers are also encouraged to report problems with vendors
63COMPLAINTS
Call your Retail Store Coordinator (RSC) if you have a complaint about a WIC
customer.
Complaints should include the transaction date and time, receipt or last 4 digits
of the PAN # and any other information you have obtained.
WIC staff will contact the customer.
WIC customers contact the WIC Office if they have a complaint about a store.
Your RSC will contact your store about any problems.
64
If you receive a complaint about a WIC customer, contact your Retail Store Coordinator
(RSC)
Some of the information that will be needed is the transaction date and time, receipt or
last 4 digits of the PAN # and any other information you have obtained. WIC staff will
contact the customer.
WIC customers contact the WIC clinic if they have a complaint about a store. If the
retail store coordinator receives a complaint, they will reach out to you about the issue.
64VENDOR RESPONSIBILITIES WITH eWIC
Vendor Responsibilities with eWIC
65eWIC VENDOR RESPONSIBILITIES
Download the APL Have a WIC Retail
and HCL every 48 Store Handbook &
hours State Regulations
Submit claims daily;
no more than four Display the red eWIC
days after transaction Window decal.
Scan each food
item/container Provide orientation
carefully and training to staff.
66
There are some new responsibilities for you – the three new items:
Download the APL and HCL at least every 48 hours; we recommend daily
Submit your claim files daily, or no later than 4 days after the transaction.
Scan each food item or container carefully to make sure you are not scanning an item
multiple times when the customer has only purchased one (i.e. scanning 10 jars of baby
food but the WIC customer only purchases five).
Have a WIC Retail Store Handbook and Pennsylvania state regulations on site.
Display the red eWIC decal.
And provide orientation and training to staff.
66VENDOR RESPONSIBILITIES WITH eWIC
PROVIDE & REVIEW SECTION 1105.3 TERMS AND CONDITIONS OF PARTICIPATION
Provide only allowable foods
to WIC customers. Have a copy of the
WIC food list
available at each
cash register that
Formula must be purchased accepts eWIC.
from a state approved source.
The list is available on the
Vendor Assistant Website
Send at least one
representative to
Do not discriminate. annual training.
67
Additional responsibilities include:
Providing only allowable foods to the WIC customers
Formula must be purchased from a state approved source. The list is available on the
Vendor Assistant Website
Do Not Discriminate
Have a copy of the WIC food list at each cash register that accepts eWIC.
And send at least one representative to annual training. This year we will be providing
this powerpoint and/or recording which will count for your attendance.
67eWIC VENDOR RESPONSIBILITIES
CONTINUED
Do not accept out of
state eWIC cards or
Farmer’s Market checks.
No Self-Checkout allowed
WIC customers must be for WIC customers.
permitted to participate
in promotions.
Do not offer incentives to
WIC customers to use
WIC benefits at your
store. It’s not allowed!
68
Vendor responsibilities also include
Not accepting out of state eWIC cards or farmers market checks.
WIC customers must be permitted to participate in promotions, such as buy one get
one free.
Do not offer incentives to WIC customers, this is not allowed.
WIC customers cannot use self-checkouts.
68eWIC VENDOR RESPONSIBILITIES
CONTINUED
Make sure that store
personnel know how to
transact a benefit
reversal!
If the card does not work,
the WIC customer should
return to the WIC clinic.
Packs of Pediasure
cannot be broken down.
UPC is set at 6, not 1.
69
Lastly, Always have the phone number for reseller or technical support if there are
issues with something not scanning correctly, specifically when doing benefit reversals!
Remember, Packs of Pediasure should not be broken down.
If the card does not work the customer should return to the WIC clinic.
69SANCTIONS
Sanctions
70SANCTIONS : PARTICIPANTS
Participants who abuse the program shall be subject to
sanctions based on the severity of the violation
Sanctions
Education and Counseling
Disqualification from the program for 1 year
Reimburse WIC for purchases in violation
71
Participants who abuse the program shall be subject to sanctions based on
the severity of the violation. That can include everything from education
counseling to disqualification from the program for 1 year. It could also
include reimbursement to the WIC program for the purchases in violation.SANCTIONS: RETAIL STORES
WIC may disqualify a WIC authorized store or impose a civil
money penalty in lieu of disqualification for reasons of WIC
program abuse
Stores disqualified from WIC due to non-compliance may also be
disqualified by Food Stamps (SNAP)
Disqualifications range from up to year, 3 year, 6 year and
permanent.
72
Sanctions for retail stores, can include WIC disqualifying a WIC authorized store or
imposing a civil money penalty in lieu of disqualification for reasons of WIC program
abuse
Stores disqualified from WIC due to non-compliance may also be disqualified by Food
Stamps (SNAP)
Disqualifications can range from up to year to permanent disqualification.
_______________________________
Provide and review Section 1107.1TYPES OF COMPLIANCE
MONITORING
Lastly, we are going to talk about types of compliance monitoring.
73TYPES OF COMPLIANCE MONITORING
Routine Monitoring Reviews
Compliance Investigations
Inventory Audits
74
There are several different types from routine monitoring reviews, compliance
investigations to inventory audits.
74ROUTINE MONITORING REVIEWS
Annually, monitoring reviews must be conducted on at least 5% of the
number of stores that are WIC authorized
Reviews are unannounced random reviews
Other reasons WIC would do a monitoring review
The State agency high risk identification system
WIC customers report
Food substitutions
Insufficient amounts of WIC foods available
75
Annually, monitoring reviews must be conducted on at least 5% of the
number of stores that are WIC authorized
These reviews are unannounced random reviews. One of the main things
that is being looked at is minimum inventory, stale dated items and that
items are at or below the competitive price.
Other reasons WIC would do a monitoring review could include
The State agency identifying the store as high-risk
A WIC customers report that food substitutions are being allowed OR that
there is Insufficient amounts of WIC foods available at the store.
75COMPLIANCE INVESTIGATIONS
Compliance investigations are conducted on stores
that …
• Are identified by the high risk identification system at the
state level
• Are new to the WIC program
• Are selected randomly
• Have WIC customer complaints
76
Compliance investigations are conducted on stores that …
•Are identified by the high-risk identification system at the
state level
•Are new to the WIC program
•Are selected randomly Or
•Have WIC customer complaints
Compliance Investigations will start back up, but we just aren’t sure when at this time.
76COMPLIANCE BUYS: THE SECRET SHOPPER
Compliance buys are unannounced
Compliance buys are anonymous
Cashier procedures are evaluated and documented
Two failed buys will result in mandatory training
Three failed buys may result in disqualification
Two consecutive passed buys result in the closing of the
investigation
77
Compliance buys are unannounced and anonymous.
Cashier procedures are evaluated and documented
Two failed buys will result in mandatory training
Three failed buys may result in disqualification
Two consecutive passed buys result in the closing of the investigation
Disqualification only occurs when a violation is recorded prior to training being
provided and the same violation is repeated after training
77INVENTORY AUDITS
In order to remain compliant with the USDA’s mandate to investigate
and close five percent of investigations, Inventory Audits have begun
to be requested by state agency staff.
An Inventory Audit is a comparison of the store’s inventory levels over
a specific period of time, to the purchases during the same period of
time, to determine if the store had a quantity of the allowable food
available for sale during that time sufficient to support its claim for
reimbursement for the sale of the allowable food.
Sanctions will be administered for non-compliance which include
disqualification or having a civil money penalty imposed.
78
Lastly, inventory audits can be done. In order to remain compliant with the USDA’s
mandate to investigate and close five percent of investigations, Inventory Audits have
begun to be requested by state agency staff.
An Inventory Audit is a comparison of the store’s inventory levels over a specific period
of time, to the purchases during the same period of time. This is to determine if the
store had sufficient quantity of food available for sale to support its claim for
reimbursement.
Sanctions will be administered for non-compliance which include disqualification or
having a civil money penalty imposed.
78AVAILABLE RESOURCES
www.pawic.com PA WIC Hotline 1.800.WIC.WINS.
WIC Vendor Help Desk 1.866.407.4370 or http://pa.wicvendor.com
e-mail WICVendorHelp@state.pa.us
https://wic.health.state.pa.us/vendorassistant
Pennsylvania Department of Health
Bureau of WIC
625 Forster St.
7 West Health & Welfare Bldg.
Harrisburg, PA 17120
Phone 717.783.1289
Fax 717.705.0462
79
Here are some available resources for you. The item on the right is an eWIC resource.
Pa.wicvendor.com is an informational website that’s specifically about eWIC.
If you have a question about your cash register equipment certification, you can also
contact pacertsupport@solisystems.com.
You should contact your cash register dealer or your IT department first; but this
resource can help them find out information about the certification process.
79YOUR RESPONSIBILITIES
Please make sure that your Retail Store Coordinator has your
store’s updated contact information
Please be sure to train everyone when you return to the store
80
Please make sure that your Retail Store Coordinator has your store’s updated contact
information
AND Please be sure to train everyone at your store
80QUESTIONS
If you do have questions or need any materials that have been discussed, please reach
out to your local retail store coordinator
81Thank you and have a great day.
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